Gloucestershire County Council Elections Stroud County Divisions Candidates and Election Agents Briefing Monday 6 March 2017
Elections Team David Hagg Deputy Returning Officer and Electoral Registration Officer Allison Richards Assistant Deputy Returning Officer and Strategic Head (Tenant and Corporate Services) Hannah Emery Assistant Deputy Returning Officer and Principal Elections Officer Harriet Davis Elections Support Officer Rebecca Poole Elections Support Officer
Topics • Election Timetable • Completing a nomination paper • Agents • Campaign and expenses • Code of conduct • Polling day and tellers • Count arrangements
Logistics • Pete Bungard GCC’s Chief Executive is Returning Officer for the County Council elections • 53 seats across Gloucestershire • 10 county divisions (10 seats) within Stroud • Each division has approx 9,300 electors • 93,199 eligible electors • 15,252 postal voters (16% of electoral roll) • 96 polling stations requiring 232 staff • 125 staff for verification and count
Election Timetable Publication of Notice of Election (purdah begins) Friday 24 March Nominations Open Monday 27 March Close of Nominations 4pm Tuesday 4 April Notification of appointment of election agents 4pm Tuesday 4 April Publication of Statement of Persons Nominated 5pm Wednesday 5 April Deadline for applications to register to vote Thursday 13 April Deadline for new postal vote applications/changes to 5pm – Tuesday 18 April existing postal or proxy vote applications Publication of Notice of Poll/Situation of Polling Stations Tuesday 25 April
Election Timetable Deadline for applications for new proxy votes 5pm Tuesday 25 April Appointment of counting and polling agents Wednesday 26 April Deadline to apply to vote by proxy on grounds of 5pm – polling day medical emergency or if unexpectedly called away because of employment or service Replacement for lost/spoilt postal votes ends 5pm – polling day Alterations to register to correct clerical error 9pm – polling day Verification and Count 10pm – polling day Return of election expenses Friday 9 June
Submitting nomination papers 1. Read the Electoral Commissions guidance Part 1 to check if you are qualified to stand as a candidate 2. Two nomination papers must be submitted by all candidates by 4pm – Tuesday 4 April a) The nomination form b) The consent to nomination 3. Party candidates will also need to submit, by 4pm – Tuesday 4 April a) A certificate authorising the use of a party name/registered description on the ballot paper b) A written request to use one of the party's emblems on the ballot paper
Nomination Form 1. Include your full name and address 2. Optional: complete commonly used name box if commonly known by another name and wish to use it instead. 3. Description: a) Independent b) Party candidates can use party name or description authorised by or on behalf of the Nominating Officer 4. Subscribers: a) 10 subscribers from county division – check elector numbers against 1 March 2017 register. If they are not on that register they cannot subscribe your nomination. b) Only ask subscribers to sign after completing name, address and description fields on the form.
Consent to nomination form • Must include: – name and address – County division name – confirmation of qualification(s) that apply (at least 1, but select all that apply) – date of birth & signature – witness’ name, address and signature
Certificate of Authorisation & Emblem Request Certificate of authorisation: • Party candidates must have written permission to use the party name/description from the Nominating Officer (or a person appointed to act on their behalf) Emblem request: • Party candidates can ask for an emblem to be printed on the ballot paper • Must be signed by Candidate • Use name or description of Emblem as on Electoral Commission’s website
Submitting nomination papers • Complete your nomination papers early – Must be delivered by hand – Make appointments for informal checks • Once a nomination paper has been formally submitted, no changes can be made to it • If you want to make changes you must withdraw your candidature and then submit new papers within the timeframe
Agents • Election Agent • Responsible for the conduct and management of the campaign and ensuring that your election expenses are properly completed and delivered on time. • If you do not appoint an agent by 4pm on the 4 April you are deemed to be your own agent. • Postal vote agent • Candidates may appoint ONE agent to attend each opening session • Appointments must be made before the start of each session
Agents • Polling Agent • Allowed to attend polling stations during the hours of poll to note any irregularities or prevent personation - not to be confused with tellers • Counting agent • Each candidate may appoint TWO agents to observe the count This figure is subject to change depending on the total number of candidates Polling Agents and Counting Agents must be appointed in writing by Wednesday 26 April
Campaign, code of conduct & expenses
Campaign publicity material • Use imprints (name and address of the printer and promoter) on all your campaign material, including websites • Comply with planning rules relating to advertising hoardings and large banners • No posters are to be placed on any street furniture or highway land • Do not produce material that looks like a poll card • Do not pay people to display your adverts (unless they display adverts as part of their normal business) • Outdoor posters should be removed 2 weeks after the election • Position statement issued by GCC included in information pack
Campaign publicity material • Absent vote applications: o Make sure electors understand implications of absent vote o Do not encourage postal ballot pack redirection o Do not encourage electors to appoint a campaigner as proxy o Include council’s address for the return of forms o Ensure unaltered applications are sent within two working days o Contact electoral services for blank postal vote application forms
Postal votes • Deadline for receipt of applications Tuesday 18 April • Despatched Wednesday 19 April • Candidates can be present at the opening of postal votes • Candidates can appoint ONE postal voting agent per opening session • All opening times and locations are included in your Candidate and Agent Guidance pack
Code of Conduct for campaigners • Each candidate and agent is asked to sign up to the National Code of Conduct in relation to the handling of postal votes – Never touch a postal ballot paper – Never observe electors complete their postal vote – Never handle or take any completed ballot papers or postal ballot packs from voters
Individual Electoral Registration When campaigning, advise electors to register online if not registered www.gov.uk/register-to-vote Bookmarks are available for campaigning Poll cards will be dispatched Friday 24 March The deadline to register is Thursday 13 April
Access to Electoral Register/Absent voting lists • Once officially a candidate you have access to the Electoral Register & Absent Votes list • Make written request to the Electoral Registration Officer (forms available in pack) • Only use data for permitted purposes – To complete nomination form – To help you campaign – To check that donations/loans are permissible
Candidate spending limit and expenses • Expenses forms are issued with the nomination pack • Responsibility of Election Agent • Expenses must be returned even if NIL return • Spending limit per division is included information pack • Expenses return due Friday 9 June • Returns made public and sample of returns may be reviewed by the Electoral Commission • Failure to submit an expenses return is a criminal offence • No spending will be reimbursed
Polling day and Count
Polling day • Polling hours from 7.00am – 10.00pm • All county ballot papers will be white • Offices open from 6.15am • Only candidates, agents and officially appointed polling agents can attend the polling stations • Postal votes can be handed in at stations or offices until 10pm • Electors should be able to cast their votes free of intimidation • No long term parking of vehicles for campaign purposes, displaying election material or using loud speakers immediately outside polling stations
Tellers Can • Be outside the polling station (entering only to cast their vote) • Approach voters for information as they enter/leave the polling station • Display a coloured rosette displaying the name of candidate/party, description & emblem but it must not be oversized Cannot • Be able to hear what is happening inside the polling station • Impede, obstruct or intimidate voters on their way in or out • Demand any information relating to a voter’s elector number, name or address • Have discussions with voters that may give rise to allegations of undue influence
Verification & Count • 10.00pm 4 May, Stratford Park Leisure Centre • Entry is for candidates, agents and named guests only (26 April deadline) • Monitors will show progress across Gloucestershire Verification • First stage is to verify the number of ballots in each box against the Presiding Officers Accounts • Ballot papers will be face up but not counted at this stage
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